Programme Approval, Review & Closure Standard

GeNext MedEd Foundation
Programme Approval, Review & Closure Standard
Document code: GMEF-GOV-PROG-001  
Version: 1.0  
Status: Institutional working standard  
Owner: GeNext MedEd Foundation  

1. Purpose
To ensure every Foundation programme, fellowship, workshop, conference initiative, academic community activity or institutional collaboration has a documented lifecycle from proposal to closure.

2. Programme approval record
Each programme file should record: programme title and code; purpose and educational need; responsible programme lead; host institution/centre; target participants; duration and capacity; learning outcomes; faculty/mentor structure; clinical-governance boundaries where relevant; budget/funding/partner disclosures where applicable; required agreements/permissions; data/privacy implications; proposed documents and certificates; review date; and approving institutional authority.

3. Approval status
Use one of: Concept / Under review / Approved for pilot / Approved / Suspended / Closed / Archived. Public publication must not imply approval beyond the recorded status.

4. Material changes requiring review
Substantial changes in programme scope, host centre, clinical activity, duration, faculty responsibility, assessment, certification, funding model, partner role, data processing or participant population require documented review before implementation.

5. Periodic review
Active programmes should be reviewed at an interval appropriate to risk and activity, normally at least annually or at each cohort/event cycle. Review should include delivery against objectives, participant feedback, safety or conduct issues, assessment quality, document completeness, partner-role clarity and required improvements.

6. Closure record
Closure should document: reason for closure/completion; final cohort/event status; unresolved learner/participant matters; certificates and verification records; financial/partner closure where applicable; final academic outputs; data/record retention; archive location; lessons learned; and authorised closure date.

7. Archive
Programme closure does not mean deletion. Definitive approved documents, completion records, authorised outputs and superseded versions should remain traceable within the institutional archive according to access classification and retention requirements.